Efficient Purchase Order Management Guidelines for SMART Users

1. Purchase Orders Handout

2. Purchase Order - Buyer If a Buyer is not selected, Donnita Thomas (Central) will default in the Buyer field. Please ensure you select a Buyer from your Agency (on the requisition and on the PO).

3. Dispatch Method - Merkur Click the Merkur Delivery Information Link as shown at right Phone and Print options DO NOT work. Add a new destinationEVERY TIMEyou need to dispatch the PO! *** Click the + button to add a new destination.

4. Cancel PO – Send to Vendor To Cancel a PO and send the cancelled PO document to the Vendor: Click the Merkur Delivery Information link Click the + button to add a new destination Send (dispatch) the cancelled PO document to the vendor for their information A common error with Purchase Orders is that they get ‘stuck’ or not dispatched in SMART because Agencies do not add a new destination to send the cancelled PO to the vendor. If you do not want to dispatch (send) a PO to a vendor, change the Dispatch Method to ‘Phone’. *** Staples’ Change Orders or Canceled POs should be phoned into Staples, then make the adjustments in SMART. Change dispatch method to Phone or Print. You CANNOT add p-card information AFTER a PO has been dispatched.

5. Use Procurement Card Link • Vendor Accepts P-Cards • Buyer has Proxy to P-Cards The Use Procurement Card link will only show up if these criteria are met.

6. PO Line Information Attributes - Amount Only checkbox & Physical Nature Contract Validate Correct Contract – SMART will sometimes pull in a contract based on the vendor selected, be sure to validate that it is the correct Contract ID number. Receiving – Default – ‘Receiving is required’. Select ‘Do Not Receive’ for Service PO’s!

7. Distribution – Distribute By • Line > Schedule > Distribution Distribute by Amount vs. Quantity

8. Document Status Link Click the Document Status Link to open a new window. The Document Status page contains a list of associated documents and their statuses such as Req’s, contracts, vouchers, payments, and bid event processes.

9. Document Status – Continued A voucher is NOT a payment in SMART (although it does contains invoice info) Before Payment Payment indicates a payment issued to the Vendor for PO(s) After Payment

10. Activity Log - Modified Go to: 01 – Activity Log The Activity Log keeps track of most recent changes to a PO. The PO Close process uses the Modified date on the Activity Log. SMART closes transactions that have not been modified for a period of 90 days.

11. PO Accounting Entries • Purchasing > Purchase Orders > Review PO Information > PO Accounting Entries

12. PO Accounting Ln Lookup View encumbrances vs. Reversals (Payments, p-cards etc). Notice that a Payment does not affect PO Accounting Entries